HomeMy WebLinkAboutAgenda - 12-09-2003-9cORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: December 9, 2003
Action Agenda
Item No. ~- C.,
SUBJECT: Interim Management and Operations Services Contract with the Animal
Protection Society for the Orange County Animal Shelter
DEPARTMENT: County Manager's Office PUBLIC HEARING: (Y/N) No
ATTACHMENT(S): INFORMATION CONTACT:
.lohn Link, ext 2300
Interim Contract Pam Janes, ext. 2411
Gwen Harvey, ext 2307
Agenda Abstract: November 18, 2003 Rosemary Summers, ext 2411
TELEPHONE NUMBERS:
Hillsborough
Chapel Hill
Durham
Mebane
732-8181
968-4501
688-7331
336-227-2031
PURPOSE: To approve a contract negotiated by County staff with Animal Protection Society
(APS) to provide interim management and operations services for the Orange Ccunty Animal
Shelter from February 1, 2004 through June 30, 2004.
BACKGROUND: The Board of County Commissioners, at its meeting on November 18, 2003,
awarded a proposal to APS in response to a Request for Proposal process, and authorized staff
to enter into formal contract negotiations so that a final contract could be presented for Board
action on December 9, 2003,
The County Management Team consisting of .lohn Link (Manager), Gwen Harvey (Assistant
Manager), Pam Jones (Purchasing/Central Services Director), Rosemary Summers (Rosemary
Summers), and Greg Wilder (Assistant to the County Manager) met with the APS Shelter
Management Team (Susan Cooke -Shelter Director, Nicole Carper -Shelter Manager, and
Amy Eller -Community Relations Manager) on November 25 to discuss specific elements that
would be incorporated into the final contract document. Highlights of the interim contract are
outlined below, consistent with the assurances and assumptions contained in the
agenda abstract from November 18:
• All records -with the exception of personnel records -will be made available to any
member of the public in accordance with Public Records Laws governing the County.
The County will have access to Shelter employee salary and benefits information.
2
• APS financial reports will provide far a clear delineation of Shelter revenues and
expenses from those associated with non-Shelter programs and services.
• Monthly reports are due to the County Manager by the 10~h of the month far the prior
month. APS Shelter Management Team members will be available to respond to
questions or concerns that may arise from the BOCC.
• County Manager John Link will serve on the selection committee far the new Animal
Shelter Director, Elaine Holmes, Orange County Personnel Director, will be advising and
assisting APS staff in the recruitment and selection process for the Animal Shelter
Director, using an assessment panel similar to the process the County employs in the
appointment of a department head, All Shelter personnel, including the new Director,
will be evaluated for possible transfer from APS to Orange County, assuming County
operation of the Shelter, in the same fashion as the recent transition of emergency
management personnel from the Orange County Rescue Squad.
• Veterinarian services will continue under contract directly through APS for the extent of
the interim period, There is insufficient time within the normal bid process far the County
to receive proposals and award a direct contract without the risk of service disruption.
The County will have adequate time to carefully evaluate service requirements and
ensure that the proper, long-term arrangement is in place before July 1,
• As indicated on November 18, the County Management Team (as referenced earlier in
this abstract, but also to include Elaine Holmes, Todd Jones, Chief Information Officer
and Ken Chavious, Finance Director, as needed) will be providing enhanced monitoring
and oversight of the interim contract, The County Management Team will continue its
work and meet with the APS Shelter Management Team before the contract
effective date of February 1, 2004, to ensure that the proper managerial protocols and
systems are in place and to reinforce the spirit of open communications, professional
cocperation, and organizational accountability expected to be maintained throughout the
interim contract period.
FINANCIAL IMPACT: Sufficient funds in the amount of $44,470 are available in the General
Fund Balance to support the Interim Management and Operation Services Contract through
June 30, 2004. The budget amendment needed to specifically transfer the funds will be
brought forward at the first BOCC meeting in January,
RECOMMENDATION(S): The Manager recommends that the Board approve the Interim
Management and Operation Services Interim Contract with APS for the period beginning
February 1, 2004 and ending June 30, 2004, in the amount of $44,470 per month, subject to
final review by the County Manager and County Attorney.
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CONTRACT BETWEEN COUNTY OF ORANGE AND
ORANGE COUNTY ANIMAL PROTECTION SOCIETY
FOR INTERIM MANAGEMENT AND OPERATIONS SERVICES
FOR THE ORANGE COUNTY ANIMAL SHELTER
This CONTRACT is by and between the County of Orange, North Carolina, a
body politic and corporate ("County"), and the Animal Protection Society of Orange
County, Inc., a North Carolina nonprofit corporation ("Society");
WITNESSETH:
WHEREAS, County has responsibilities under the laws of North Carolina and
other directives to control dogs and other animals and to promote health, welfare and
safety of humans and animals; and
WHEREAS, the purpose of the Society, as stated in its corporate charter and
bylaws, is the prevention of cruelty to animals and the relief of suffering among animals;
the investigation of cruelty reports; the care of lost, homeless, mistreated or injured
animals; the operation of an animal shelter, privately or under contract with public
authorities; the establishment of an adoption system, for people seeking pets; public
education for the humane treatment of animals; and other purposes set out in the
corporate charter and as allowed by law; and
WHEREAS, County has obligated itself, pursuant to its Animal Control
Ordinance, to operate and maintain a County Animal Shelter ("the shelter"), either itself
or by contract with another entity; and
WHEREAS, County desires to contract with Society, and Society desires to
contract with County, for the operation and maintenance of the shelter;
NOW, THEREFORE, in consideration of the mutual promises and covenants
contained herein, County and Society agree as follows:
1. Purpose. Society acknowledges that the Board of County Commissioners is
considering transitioning operations and management of the Shelter to a model of more
direct County oversight and involvement at a projected date of July 1, 2004. This
Contract is to provide for the management and operations of the shelter by Society
during this interim period of evaluation.
2. Responsibilities of Society. Society shall manage the shelter pursuant to County
Request for Proposal dated November 4, 2003 and the Society's response, which is
3
Page I of 8
hereby incorporated by reference to this agreement, and shall be responsible for
operating the shelter in a safe, sanitary, humane, and efficient way. It shall be the duty
of Society to:
A. Hire and supervise shelter personnel pursuant to County-approved
procedures. Society shall pay a living wage, as determined from time to time
by the Board of County Commissioners. Any changes to the personnel
procedures of Society proposed by Society shall first be presented to County
for its consideration and approval.. No such personnel procedures shall be
implemented by Society without the prior written approval of the Board of
County Commissioners. The County Manager shall actively participate in the
hiring of the Animal Shelter Director. Society personnel responsible for the
hiring process shall provide adequate notice of meetings, interviews etc, such
that the County Manager's calendar may be adjusted to ensure his
involvement.
B.. Properly impound animals coming into its control, consistent with the
recommendations of the Humane Society of the United States report dated
August 28, 2003 to the extent practicable.
C. It is the intention of the County and Society that only animals originating in
Orange County will be impounded in the shelter. Specific operating
procedures designed to carry out this intention shall be included in the
Procedures Manual, which is hereby incorporated by reference in its entirety
and more fully described in Section 3.C. of this contract.
D. Be responsible for disposing of, as Society deems necessary, all animals
brought to the shelter in compliance with applicable North Carolina law and
local ordinances.
E. Handle, care for and dispose of animals in accordance with applicable North
Carolina law including the Animal Welfare Act, and local ordinances.
F. Collect from citizens redeeming animals from the shelter, all applicable
reclamation and boarding fees as established by County.
G. Have the shelter open for business at County approved times, which permit
the public to redeem animals during other than normal working hours.
Page 2 of 8
5
H. Maintain accurate and verifiable records on all animals received at the shelter
including:
a) admission source (from the public or from Animal Control)
b) animal identification (species, breed, etc.)
c) disposition (reclamation, adoption, euthanasia) status of animal
(stray or surrender)
d) length of stay
Such records shall be summarized monthly and a copy of such summary
provided to the County Manager and Animal Control no later than ten (1 Q)
days after the close of each calendar month,
I, Comply with receipt and cash control procedures prescribed by County
including pre-numbered, controlled receipts itemizing fees collected. Such
receipts shall be made available far inspection by County Finance Officer at all
reasonable times,
J, Provide the County Finance Officer and the County Manager or his designate
fiscal expense and expenditure performance reports on a monthly basis and
in such detail as the County may deem necessary in order to evaluate the cast
of contracted services. Society will ensure that revenues and expenses for
the Shelter are clearly detailed and reported separately, by specific ftanctional
area, from all other programs or services operated or administered by the
Society, ,
K, Permit access and inspection to all areas of the shelter by authorized County
personnel at any time in the pursuance of their duty,
~. Add na new structure or modify the shelter facilities or the premise whereon
the shelter facilities are located without the written approval of County. County
may, in its sole and absolute discretion, approve or disapprove any such new
structure or modification to the shelter facilities, subject at all times to
limitations and
restrictions imposed on the premises contained in the Special Use Permit
effecting the premises,
Page 3 of 8
(o
M. Submit all reports requested by the County to the County Manager or
designate no later than the 10~h of each month, Society also agrees to attend
meetings of the County Commissioners, upon request by the County Manager,
to present information contained in the reports as may be necessary. Building
maintenance requests shall be submitted to the County Manager for
appropriate delegation,
N, Submit any change in any procedure of the type contained in the five sections
of the current procedures manual to the County Manager or designate far
agreement and compliance with contract and budget considerations.
O. Submit all revenues associated with adoptions, reclamations or fee recovery
far the care of evidence animals to County, pursuant to instructions of County
Finance Officer or designate,
P, Retain veterinarian(s) necessary to provide day-to-day care of animals at
Shelter and to provide spay/neuter services for all animals adapted from
Shelter, Revenues associated with adoptions, reclamations, evidence animal
recovery fees shall be retained by Society to offset this expense,
O. To make all records, with the exception of employee records that are protected
by Law, available to any member of the public in accordance with Public
Records Laws governing County.
Society agrees to allow County access to employee records as may be
necessary with reasonable notice by County to Society,
R, To notify and consult with County Manager immediately should there be cause
to issue a trespass warrant at the facility, The County Manager shall be
responsible for the issuance of any trespass warrant,
S, Submit an independent audit to County at conclusion of this interim
agreement,
3. County Responsibilities: In exchange for Society's services outlined herein
above, County shall:
A. Pay Society a sum of $44,470, which shall include all services as outlined in
the response to County's Request for Proposal dated November 4, 2004,
Page 4 of 8
7
including veterinarian services, County shall pay Society by the 15t of each
month,
B. Provide a structure for the shelter and provide facility repair services, Such
repairs will be performed by County's Public Works Department or shall be
assessed and contracted through Public Works
C, Review and approve procedures for operation of the shelter and fees to be
collected as detailed in the Procedures Manual, reviewed as part of the last
regular contract renewal by the Orange County Board of Health on March 21,
2002,
4. Term Termination and Renewal. This contract is for the period February 1, 2004
through June 30, 2004, This Contract may be terminated on sixty (60) day written
notice by either party, The obligations of County and Society contained in this Contract
are all deemed covenants. A breach of any covenant in this Contract or in any other
document incorporated by reference into this Contract shall make this Contract
immediately terminable at the option of the non-breaching party. In the event this
Contract is terminated for breach of Contract, Society will be allowed a reasonable time,
not to exceed thirty (30) days from the date the termination is to be effective, to remove
from the Shelter, property identified as the property of Society by the asset list which
shall be attached to the agreement as Exhibit A.
5. Liabilit . Society will indemnify, save and hold harmless County, against any and
all liability up to $500,000 which might arise or accrue by reason of the act or failure to
act of any and all Society's officers, agents, employees, members, representatives,
volunteers or assigns. Society will carry a comprehensive general liability insurance
policy with limits for each occurrence of $500,000 covering the operation of the shelter
and the actions of Society, its officers, agents, employees, members, representatives,
volunteers or assigns in the operation of the shelter. County shall be a designated
insured under the policy, Society shall provide County with a certificate of coverage
from the insurance provider, County will be provided at least thirty (30) days written
notice of cancellation of the policy. The certificate of coverage shall so provide County
with a copy of the policy.
Page 5 of 8
IN TESTIMONY WHEREOF, COUNTY OF ORANGE has caused this instrument to be
signed in its name by its duly authorized officers and its seal to be affixed by authority of
its Board of Commissioners and ANIMAL PROTECTION SOCIETY OF ORANGE
COUNTY, INC. has caused this instrument to be signed in its name by its duly
authorized officers and its seal to be affixed by authority of its Board of Directors the day
and year recited above.
FOR AND ON BEHALF OF
ANIMAL PROTECTION SOCIETY OF ORANGE COUNTY
Pat Beyle,
President
Date:
FOR AND ON BEHALF OF COUNTY
OF ORANGE:
Barry Jacobs, Chair
Orange County Board of County Commissioners
Date:
Attest:
Secretary
Attest:
Donna S. Baker, Clerk to the
Board
Page 6 of 8
~~
"This instrument has been preaudited in the manner
required by the Local Government Budget and Fiscal
Control Act.."
Kenneth Chavious
Finance Director
Date:
Page 7 of 8
10
STATE OF NORTH CAROLINA
ORANGE COUNTY
I, , a Notary Public for said County and State, do
hereby certify that Donna S. Baker personally appeared before me this date and
acknowledged that she is the Clerk to the Board of Commissioners of Orange County,
and that by authority duly given and as the act of Orange County, the foregoing
instrument was signed in its name by Barry Jacobs, Chair, sealed with its official seal,
and attested by herself as its Clerk.
Witness my hand and official seal, this the day of ,2003.
Notary Public
My Commission expires:,
STATE OF NORTH CAROLINA
COUNTY OF ORANGE
I,
that
acknowledged
that
a Notary Public for said County and State, do hereby certify
personally appeared before me this day and
he/she is the
and that by authority duly given and as the act of
the corporation, the foregoing instrument was signed in its name by its President,
sealed with its corporate seal, and attested by ~ as its
Witness my hand and official seal this the
of
2003,
Notary Public
My commission expires:
Page 8 of 8
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: November 18, 2003
Action Agenda
Item No. ~ ~ (:f
SUBJECT: Proposal Award and Contract Negotiation with APS for Interim Management
and Operation Services for the Orange County Animal Shelter
DEPARTMENT: Manager's Office
PUBLIC HEARING: (Y/N) No
ATTACHMENT(S):
Letter to APS
APS Reply
Cost Summary
APS Presentation
County Proposed Budget Detail for
Animal Shelter Operations
INFORMATION CONTACT:
John Link, ext, 2300
Gwen Harvey, ext. 2300
Rosemary Summers, ext. 2411
Pam Jones, ext. 2650
TELEPHONE NUMBERS:
Hillsborough 732-8181
Chapel Hill 968-4501
Durham 688-7331
Mebane 336-227-2031
PURPOSE: To consider awarding a proposal and entering into a contract with the Animal
Protection Society (APS) for interim management and operations of the Orange County Animal
Shelter beginning February 1, 2004 through June 30, 2004, with a provision for possible
extension, in an amount not to exceed $ 49,470 per month.
BACKGROUND: At its meeting on October 21, 2003, the Board of County Commissioners
directed the staff to:
1. Convey to the APS Board of Director's its decision to allocate an additional $4,229 on a
monthly basis for shelter operations through January 31, 2004, effective October 1,
2003, and request a formal written response from APS no later than November 5, 2003
Attached is the letter from the County Manager and the response from APS accepting those
terms and conditions.
2, Issue a Request for,Proposal for Interim Animal Shelter Management and Operation
Services, with key elements as approved by the Board of County Commissioners, in
sufficient time far staff to receive bids and prepare a recommendation for consideration
at the Board meeting on November 18, 2003.
As a reminder, components of the proposal included, but were not limited to the following: ' a
1, Identificaticn of the proposed management team and their qualifications to operate the
shelter,
2. Statement reflecting the philosophy of shelter operations;
3, References from members of the animal shelter management industry that could attest
to the successful previous work experience of each member of the proposed
management team.
4.. The team's detailed proposal detailing the manner in which they propose to address:
a. Staffing and supervision of the Shelter;
b. Volunteers; accounting for time and role in the operation of the shelter
c, Customer relations;
d, Records management;
e, Animal population control;
f, Disease prevention;
g. Reporting and communications with the County, including a narrative monthly
report discussing the previous month's operation;
h. Adoption and Reclamation Policies and Procedures;
i. After-hours emergency response service.
(Note: The proposal indicated that veterinary services would be contracted directly by
the County and should not be included in the proposal, however both firms
interviewed indicated a willingness to provide veterinary services as an additional cost
option.)
5, Identification of any upfront costs for which the respondent expects the County to be
responsible. This could include such items as capital equipment, supplies, advance
monthly payment to cover payroll, etc,
6. Insurance costs covering all business exposures of the successful respondent, including
worker's comp coverage for employees. All policies would include Orange County as an
additional insured.
7. Respondent would cite a lump sum monthly cost to perform the services contained in the
proposal,
8. The term of the agreement approved with the successful respondent would be through
June 30, 2004, with extension at the Commissioner s discretion,
Proposals were received from three firms:
• Animal Care and Equipment Services (ACES); Denver, CO
• Animal Protection Society (APS), Orange County
• Humane Society of Orange County (HSOC), Orange County
The Board has received copies of the proposals from all three groups. Based on the staff
examination of the proposals, both APS and HSOC have responded to the components as
requested,
A summary of the cost proposals is on page 9. Note that per instructions in the RFP, the
respondents were to retain no revenue associated with animal adoptions, animal reclaim fees,
nor recovery of funds associated with the upkeep of evidence animals (estimated at $16,000
per month). Further, the respondents were asked to exclude the cost of veterinary services,
which were anticipated to be handled through a separate contract with the County, All
respondents provided cost on that basis as reflected on the attached Cost Proposal Summary,
Both APS and the HSOC indicated that they were willing and able to contract for veterinary
services if that was desired by the County. APS estimates the additional cost for vet services to
be $11,000 per month. The Board may note that APS also submitted an alternative proposal j3
cost that basically reflects the current arrangement with APS, in which they retain the revenue
for adoptions, reclaims, etc. and also pay for veterinarian services,
A copy of the proposed budget for a County operated Shelter as presented in the preliminary
staff report on shelter operations dated August 28, 2003 is also attached for your information,
It should also be noted that each respondent took into consideration the best practices and
items for improvement contained within the HSUS Final Report to the County.
The Manager's interview team, consisting of Jahn Link, Gwen Harvey, Greg Wilder, Rosemary
Summers and Pam Jones, conducted interviews with both APS and HSOC. An interview was
not conducted with ACES since their bid was judged to be less responsive given the greater
cost projection and the lack of comparably detailed information. Based on proposal contents
and results of the two interviews, the Manager recommends that the Board consider awarding
the bid to the APS for the period February 1, 2004 through June 30, 2004, A copy of the
presentation by the APS is attached.
Both APS and HSOC provided excellent information through their proposals and expressed a
sincere desire in their oral presentations to provide capable and compassionate care for the
animals. Staff will be prepared if the Board wishes to provide additional comparative analysis.
The interview team cites the fallowing reasons for their recommendation of APS,
1. Restructured APS Management Team.
APS has restructured its management team at the shelter to include:
a. Shelter Director
Previously the APS Executive Director also served as Shelter Director. The
restructuring will allow the Shelter Director to focus solely on Shelter operations,
Representative duties of this position include, but are not limited to: establishing and
implementing appropriate standard operating procedures, community relations,
financial management, interactions with County staff, shelter businesses and other
community partners, human resources activities such as staffing, training and
evaluations.
A complete job description is included in the Appendix of the proposal, previously
provided to the Board. Susan Armstrong Cooke is currently serving as Interim
Animal Shelter Director until a new, permanent Director can be named. APS has
indicated that they want representation from the County on the selection committee
for the next Director, and County Manager John Link has agreed to serve in that
capacity.
b. Shelter Operations Manager
Representative duties of this position include, but are not limited to: the overall health
care and general conditions of all sheltered animals, will oversee the Emergency
Animal Rescue Service (EARS) program, ensure disease management protocols are
being followed, order supplies, ensure appropriate training for employees and hire
and terminate shelter employees with appropriate input.
A complete job description is included in the Appendix of the proposal, previously
provided to the Board. Nicole A. Carper will serve as Shelter Operations Manager.
c. Customer Relations Manager
Representative duties of this position include, but are not limited to: managing all
customer relations activities, overseeing the volunteer program, including scheduling
and training, oversee adoption program, conduct adoption counseling and training,
plan and implement customer and community outreach programs, respond directly to
customer inquiries and complaints.
A complete job description is included in the Appendix of the proposal, previously
provided to the Board. Amy Michelle Eller will serve as Customer Relations Manager.
2. Total Out-of-Pocket Cost
Although the usual basis of award far a professional services agreement is qualification
rather than strict cost, cost is still a consideration. While the monthly cost proposed by
HSOC was $42,366 per month vs. $49,470 per month for APS, the capital items required
by any new vendor raise the total out of pocket cost for the five-month contract to
$348,228 for HSOC vs. $249,000 for APS.
3. APS Acceptance of Stronger Managerial Oversight and Contract Administration by the
Count~Manager
During the presentation, the APS Interim Shelter Manager, Operations Manager and
Customer Relations Manager all articulated a renewed spirit of collaboration,
communications, and overall welcome of County management involvement and
oversight, which they indicated was also the point of view held by the APS Board.
Increased involvement by the County Manager's office will be evident through the
following agreements.
o The County Manager, John Link, will serve on the selection committee far the new
Shelter Director.
o The Assistant to the County Manager, Greg Wilder, will have at least weekly
interface with the APS Shelter Management Team (Cooke, Carper, and Eller) on
operational and management support issues.
o The Orange County Chief Information Oftcer, Todd .)ones, will be highly involved
in assisting the APS Shelter Management Team in implementing a
comprehensive and verifiable automated records management system.
o The County's Shelter Management Team -including the County Manager,
Assistant County Manager, Assistant to the County Manager, Health Director,
Finance Director, and Chief Information Officer -will have on-going review of APS
progress reports and direct access to the APS Shelter Management Team on
needs, issues, and concerns.
o APS will submit written progress reports by the 10th of each month that include
operational statistics and narrative detail. The APS Shelter Management Team will
be available, if desired by the Board of County Commissioners, to present
highlights or respond to questions at the second Board meeting of each month.
IS
0 The APS Shelter Management Team will cooperate fully with a Board of County
Commissioner-appointed Task Force to review and prioritize the
recommendations contained in the final report of the Humane Society of the
United States.
o APS will provide, to the level of satisfaction desired by the County, a cost proposal
detail that specifically separates Shelter from non-Shelter operations.
o The APS Interim Animal Shelter Director will serve as the chief spokesperson for
the Animal Shelter Operation with the press and public.
o A trained, organized, and loyal cadre of volunteers will remain a strong and
integral part of shelter operations, an asset stressed by APS in their bid
presentation,
o APS is prepared to work with the County to transition management and operation
to a more permanent model in July 2004, should that be the decision of the Board
of County Commissioners, otherwise continued management by APS could be
determined and negotiated based upon successful interim performance.
o All animal adoption records, financial records, animal log sheets, and other
documents that pertain to the operation of the animal shelter (with the exception of
personnel documents) are considered public records and are subject to North
Carolina public records laws,
o The APS will consult with the County Manager prior to restricting access to the
public facilities that comprise the shelter.
o The APS will conduct and submit an annual financial audit.
In summary, County staff believes that the inclusion of the aforementioned conditions and
assurances within the final contract, the renewed dedication by APS to a fiscal and operational
partnership with the County first forged in 1979, and the submission of a competitive cost
proposal, support a recommendation to the Board of County Commissioners to consider
awarding the proposal and authorizing staff to enter into formal contract negotiations with the
APS for interim management and operations services for the Orange County Animal Shelter.
The final contract, in an amount not to exceed $49,470 will be brought back to the Board for
approval in December.
FINANCIAL IMPACT: The Manager recommends that the Board appropriate the funds needed
to support the increased contract through June 30, 2003 from the General Fund-Fund Balance,
The total amount needed will be based on the successfully negotiated amount of the contract,
which will be presented for Board consideration in December. The supporting budget
amendment would be included for Board consideration in tandem with the contract approval as
well,
The Board may wish to note that the alternate quote by APS, which represents the status quo to
the existing contract, reflects a monthly cost of $44,470, which is approximately $1,900 less per
month than previously requested by the APS in their September 13, 2003 correspondence to ~ ~O
the Board.
RECOMMENDATION(S): The Manager recommends that the Board award the proposal and
authorize County staff to enter into formal contract negotiations with the Animal Protection
Satiety for Interim Management and Operation Services for the Orange Oounty Animal Shelter,
for the period of February 1, 2004 -June 30, 2004, in an amount not to exceed $49,470 per
month.
ORANGE COiTNTY
HILLSBOROUGH
NORTH CAR.OL.INA
J7lana9er'.r ~~be
November 3, 2003
VIA FAX and HARD COPY
Pat Beyle
APS President
503 Landerwood Lane
Chapel Hill, NC 27517
Dear Ms. Beyle:
~~
fis/a6Ls6ed/TS2
This letter is to formally convey the decision reached by the Board of County
Commissioners at their meeting on October 215` relative to the APS request for additional
funding during the contract extension period for operation of the Orange County Animal
Shelter. As you aze awaze, our Board authorized an additional allocation of $4,229 per
month through January 31, 2004, with the increase to be effective October 1, 2003.
The Board asked that the APS Bcazd of Directors indicate their willingness to accept this
additional amount through formal written response to my office by November 5, 2003.
We look to receive your response as we continue to plan and move forwazd in improving
overall operations at the facility. '
Sincerely yours;
john Link
County Manager
cc: Laura Walter, APS Executive Director
Rorie Summers, Director, Health Department
AREA CODE (919) 245-2300 688-7331 FAX (919) 644-3004
Ext. 2300
NO~~-07-200'a 10:17 AM
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ANIMAL PROTECTION SOCIETY OF ORANGE COUNTY
ii'N'Sry .. Ftm"D
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~5'p.. rT 'V.,r
1081 AIRPORT ROAD CHAPEL Hil_L, NORTH CAROLINA 27514
TELEPHONE 916-967-7383 FAX 91 9-697.7517
MEMORANDUM
November 4, 2003
T0: John Link, County Manager
FROM: Pat Beyle, APS Presiden{(~/~J,
COPY TO: [..aura Walters, APS Executive Director
This memorandum is to formally accept on behalf of the APS Board of Directors, the
County Commissioner's offer of additional funding through Januazy 3 t, 2004 during the
contract extension period for operation of the Orange County Animal Shelter,
Please contact me should you need any further information.
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The Animal Protection Society of
Orange County
Proposal for the Orange County
Animal Shelter Services Contract for
Interim Management and Operations
November 10, 2003
Susan Cooke, Nicole Carper, Amy Eller
Animal Protection Society
. APS is committed to managing the Animal Shelter
efficiently, effectively, and in cooperation wnh Orange
County
. APS has trained, dedicoted staff
. APS haz long-Ome. devoted volunteers
~- APS has the resources available to continue a scomlus
Imnsiti0o
AP$ has an esmbiished relotionship with a veterinarian
clinic
APS haz established partnerships in the wmmwity
The Animal Protection Society of
APS is dedicated to promoting
respect for all living creatures,
preventing cruelty to animals, and
relieving their suffering.
ai
Management Philosophy
>~ Our approach to shelter management is
realistic, practical, and as progressive as
possible within the confines of an open-
doorcounty shelter. This includes:
. Maintaining on excellent adoption rare
~~ Continuing progressive spay/neuter programs
Improving the health and well being of the animals in
our care and minimizing euthanasia
Providing our wmmunity with pro6mams to encourage
the human-animal bond and
Operating n sheltu UInI the public is proud to visit
Programs and Services
> Adoptlon Programs
Dog Training
> Spay/Neuter Clinic
Volunteer Opportunities
Education and Outreach
Emergency Animal Rescue Service
> Pet Behavior Counseling
>~ Foster Programs
> Animal Control
Management Team
>~ Shelter Director-Open Position
>-Seazch in process
Shelter Operations Manager--Nicole Carper
>5 years experience in Shelter Operations
> Customer Relations Manager--Amy Eller
>Background in volunteer programs and
public relations
Staffing and Supervision
> APS Boazd and Shelter Committee--
ManagemenlOversight
=Managers--Small, cohesive team
>Specialists--Finance and Record keeping
>Administrative Staff--Trained in customer
service
> Health Technicians--Trained by
veterinarian
=Kennel Technicians--Trained in SOPS
Volunteers
> Committed group of devoted volunteers
=Provide an additional .3-4 person days of
support each week
=Effective training program
>~ Continually building volunteer base
> Volunteer opportunities are endless
Customer Relations
> Re-structuring and [raining staff
> Attention to customers
_ Reorganizing front lobby
=Adding volunteer greeters
=Enhancing web site
=Open houses
as
3
a3
and Outreach
> Partnerships
>~ Educational programs
Summer camps
-Community outreach
Records Management
L,og sheets-monitor intake and disposition
t Animal identification and tracking
Health records
Daily animal counts
-Weekly review of animals in system
Daily financial recording
Population & Control
~- Spay/neuter program
>Low cost
+-Pit bulls
„Microchips
Feral cat program
t Animal control liaison
Education and outreach
4
a ~-
Prevention
>~ Facility organisation and animal
management
> Isolation areas
> Cleaning protocols
> Inoculations
> Training and standard operating procedures
> Regular observations
and Communications
> Regular phone/e-mail communications
>Shelter managers
>Shelter Committee
>APS Board
> Monthly reports
> Financial--Quickbooks
>Shelter report--Excel
>Progress report on services contract
and Reclamation
> Adoption guidelines--Strict but flexible
> Adoption process
>Applicafion
>Spay/neuter and final health check
>Counseling
> Animals eligible for adoption
>All breeds-not feral cats
> Reclamation process
as
Response Service
> APS Emergency Animal Rescue Service
(EARS)
>-Operates 7-days a week after business
hours
> Staff training and schedules
>EAR,S van
COStS
> APS well equipped
>Resources include equipment, vehicles,
computers, security system
> Minimal request
>-Commercial grade dishwasher-$1,000
>-Power washer for kennels-$550
SCrviCES
> Established relationship with Nick's Road
Animal Clinic
> Veterinarian provides daily evaluations of
ill/injured animals
> Volunteer veterinarians assist
a~
- Scenario 1
. $52,000/month
> No revenues included
No veterinary service
wsu
- Assumes Towns will
continue support of
EARS
- Scenario 2
> $47,000/month
- Revenues credited
- Incomc 516,0001month
- Veterinary service
- Cosi bl 1,000/month
- Assumes Toems will
support EARS
Goals
> Continual improvement
> Increased oversight
> Maintain high adoption rate
> Continue progress with spay/neuter
programs
> Support County plans for new shelter
> Build public confidence by managing a
shelter that the community appreciates
and Orange County
> APS has long-standing reputation as a
progressive animal welfaze organization
>~ APS has established staff, volunteers,
resources, community partnerships, and
veterinarian services
> APS is open and willing to work in close
cooperation with the County
a~
Orange County Animal Services
FY 04-05 FY 05-06
FY 2002-03 FY 20D3-04 Projected Projected
Actuals Budget Budget (*) Budget (**)
Health Department/ AC Expenditures
Personnel Services 345,269 364,387 364,387 fi) 364;387 (t)
Operations 93,011 93,758 93,758 (z) 93,758 (?)
Capital Outlay 2,426 0 0 0
Total Health Dept/Animal Control
Expenditures (w6huutMSlsneuer) 440,706 458,145 458,145 458,745
Animal Protection Society 428,818 428,818 cance/contracf 0
Orange County-Operated Animat Shelter D 0 1,108,038 964,943
(incl add?Animal Control OfTcer, trucks & motor pool)
Total Animal Svcs Expenditures 869,524 886,963 1,566,183 1,423,088
Revenues --Health Dept/Animal Control
Animal Tax 91,755 105,000 105,000 105,000
Kennel 197 625 625 625
Fines 5,357 5,400 5,400 5,400
Revenues -- Countv-Operated Shelter 0 0 173,860 173,860
Total Animal Svcs Revenue 97,309 111,025 284,885 284,885
Net County Cost 772,215 775,938 1,281,298 1,138,203
Additional County Cost/ Year (vs. cost ofAPS shelter) 505,360 362,265
(') includes start-up capital; (") projected on-going costs
(1) salary increases due to pay 8 classification study implementation not projected /ca/culaled in this budget;
(2) increase in operating expenditures not pro/ecfed in (his budget